Privacy policy

UK Matrix Solutions Ltd is committed to protecting your privacy and handling your personal data responsibly. This policy explains what data we collect, how we use it, and your rights under UK data protection law.

Data controller: UK Matrix Solutions Ltd (Company No. 13295750). ICO registration: ZC142664. Registered address: 4th Floor, Silverstream House, 45 Fitzroy Street, London W1T 6EB. Email: info@matrixsolutions.uk. Last updated: May 2026.

1. What personal data we collect

When you use our services, we may collect identity and contact information (full name, date of birth, nationality, email, phone number, and UK residential address); identity documents (passport copies, OCI card copies, birth certificates, naturalisation certificates, surrender certificates, marriage certificates, and photographs as required); application data from forms we prepare, VFS appointment details, and tracking references; payment transaction records (we do not store full card details — payments are processed by our payment provider); and communication records from email, WhatsApp, or phone calls about your application.

2. How we use your data

We use personal data to prepare, review, and submit applications; verify documents before submission to VFS Global or the Indian High Commission; schedule and manage appointments; communicate about status and queries; and meet legal obligations (including anti-fraud requirements where relevant).

3. Legal basis for processing

Under the UK GDPR, we rely on contractual necessity (delivering the service you purchased), legitimate interests (such as fraud prevention and service improvement, balanced against your rights), legal obligation where required, and consent where we ask for it (for example marketing — you may withdraw consent at any time).

4. Data sharing

We do not sell, rent, or trade personal data. Data is shared with government bodies (VFS Global, the Indian High Commission, or other agencies) as part of your application; with payment processors for secure payment handling; and where the law requires disclosure. We do not share your documents for unrelated marketing purposes.

5. Data security

We use encryption, access controls, and secure communication channels where appropriate. We are registered with the ICO under registration number ZC142664.

6. Data retention

We retain data for as long as needed for the application and a reasonable follow-up period; after completion, records are typically kept for up to 12 months unless you request earlier deletion; financial records may be kept for up to six years as required by UK tax rules. After the retention period, personal data and document copies are securely deleted or destroyed.

7. Your rights

You may request access, rectification, erasure (subject to legal retention), restriction, portability, or object to certain processing. Email info@matrixsolutions.ukwith the subject line "Data rights request". We aim to respond within 30 days.

8. Cookies

Our website may use cookies for essential functions and, where configured, analytics (for example Google Analytics via Google Tag Manager). You can control cookies in your browser; disabling some cookies may affect functionality.

9. Third-party links

External links are provided for information only. We are not responsible for third-party privacy practices — please read their policies before you submit personal information.

10. Changes

We may update this policy from time to time. Updates will be posted on this page with a revised last-updated date.

11. Complaints

If you are unhappy with how we handle your data, you may complain to the ICO at ico.org.uk (0303 123 1113). We would appreciate the chance to resolve concerns first — please email info@matrixsolutions.uk.